The PGO Board has proposed the following by-laws and mission statement for the organization. The document will inform and guide the board and serve as a foundation for the organization becoming a 501c3 as of January 1, 2014. The document will be discussed at the meeting on Tuesday, October 7th. To add your input, please email Becky at beckydemling@yahoo.com.
Amherst Regional Middle School Parent Guardian Organization
Mission
The Amherst
Regional Middle School Family School Partnership / Parent Guardian Organization (ARMS FSP / PGO or “PGO”)is a nonprofit parent/teacher
organization whose membership includes all parents, legal guardians and staff
at the Amherst Regional Middle School (ARMS). The PGO's mission is to promote
open communication and understanding between parents and staff of ARMS. Our
efforts serve to enhance and maximize the education of every child while aiding
them in achieving their highest potential. The PGO sponsors assistance to
teachers in the classroom setting, holds fund-raisers for supplemental educational
materials and experiences, supports school and family social interaction, and
provides a non-biased forum for sharing information on issues that impact our
children. It is our belief that the team effort of a parent / guardian
organization offers the best possible learning environment for our children
By-Laws
Article
I – Name
The name of the
organization shall be the Amherst Regional Middle School Parent Guardian
Organization (ARMS PGO).
Article
II – Purpose
The corporation is
organized for the purpose of supporting the education of children at ARMS through fundraising, supplemental
programming and volunteer efforts. The
organization shall build community by fostering relationships among the school ,
parents/ guardians, students and teachers.
Article
III – Members
Section
1. Members -
Any parent, guardian, or other
adult standing in loco parentis for a student at the school may be a member and
shall have voting rights. The principal and any teacher employed at the school may
be a member and
provide guidance or other support to this mission.
Section
2. Dues
No dues or other financial support shall be required by any community member to
have membership or input into any ARMS FSP / PGO .
Article
IV – Officers and Elections
Section
1. Officers - The
officers shall be one or two co-chairs, secretary, and treasurer.
a.
Chair or co-chairs.
The
Chair or co-chairs shall preside over meetings of the organization and
executive board, serve as the primary contact for the principal, represent the
organization at meetings outside the organization, serve as an ex officio
member of all committees except the nominating committee, and coordinate the
work of all the officers and committees so that the purpose of the organization
is served. Each co-chair shall carry out
these duties in conjunction with or in absence of the other co-chair.
b.
Secretary. The secretary shall keep all
records of the organization, take and record minutes, prepare the agenda,
handle both traditional and electronic correspondence, and send notices of
meetings to the membership. The secretary shall also keep copies of the
minute’s book, bylaws, rules, and membership list, and shall bring these items
and any other necessary supplies to meetings.
c.
Treasurer. The
treasurer shall receive all funds of the organization, keep an accurate record
of receipts and expenditures, and pay out funds in accordance with the approval
of the Chairs . He or
she will present a financial statement at every meeting and at other times of
the year when requested by the board, and make a full report at the
end of the year. The treasurer will also
provide budget recommendations to the board.
Section
2. Nominations and Elections- Elections will be held at
the first meeting of the school year. The nominating committee shall
select a candidate for each office and present the slate at a meeting held one
month prior to the election. At that meeting, nominations may also be made from
the floor. Voting shall be by voice vote if a slate is presented. If more than
one person is running for an office, a ballot vote shall be taken.
Section
3. Eligibility- Members
are eligible for office if they are parents/ guardians of a current student at ARMS.
Section
4. Terms of Office- Officers are elected for one year and may serve no
more than two (2) consecutive terms in the same office unless no other nominees
come forth. Each person elected shall
hold only one office at a time.
Section
5. Vacancies- If there is a vacancy in the position of Chair, the Chair
shall have the authority to determine whether to advertise the available
position. The
Chair’s decision shall be endorsed by the secretary and treasurer. Should a nomination come forth, a vote will
be held at the next regularly scheduled meeting.
Section
6. Removal From Office- Officers can be removed from office with or without
cause by a two-thirds vote of those present (assuming a quorum ) at a
regular meeting where previous notice has been given.
Article
V – Meetings
Section
1. Regular Meetings- The regular meeting of the organization shall be held
monthly at a time and place determined by the executive board at least two
weeks before the meeting. The annual meeting will be held at the first regular
meeting of the school year. The annual meeting is for receiving reports, electing
officers, and
conducting other business that should arise. The secretary will notify the
members of the meetings via email at least one week prior to the meeting.
Section
2. Special Meetings- Special meetings may be called by the chair, any two
members of the executive board, or five general members submitting a written
request to the secretary. Previous notice of the special meeting shall be sent
to the members at least 10 days prior to the meeting, by flyer and phone calls.
Section
3. Quorum-The
quorum shall be 2 board members plus one additional member of the organization.
Article
VI – Executive Board
Section
1. Membership- The Executive Board shall consist of the PGO officers,
school principal, and standing committee chairs.
Section
2. Duties-
The
duties of the Executive Board shall be to transact business between meetings in
preparation for the general meeting, create standing rules and policies, create
standing and temporary committees, prepare and submit a budget to the
membership, approve routine bills, and prepare reports and recommendations to
the membership.
Section
3. Meetings-
Regular
meetings shall be held regular intervals throughout the school year. Special meetings may be called by any two board
members, with 7 days notice.
Article
VII – Committees
Section
1. Membership- Committees may consist of members and board members,
with the Chair acting as an ex officio member of all committees.
Section
2. Standing Committees- The following committees shall be held by the
organization: Fundraising, Communications, Events and Auditing.
Section
3. Additional Committees- The board may appoint additional committees as needed.
Article
VIII – Finances
Section
1-
A
tentative budget shall be drafted in the fall for each school year and approved
by a majority vote of the members present.
Section
2-
The
treasurer shall keep accurate records of any disbursements, income, and bank
account information.
Section
4-
Two
authorized signatures shall be required on each check over the amount of $500. Authorized
signers could include be the Co-Chairs, treasurer, and/ or secretary.
Section
5
-The
treasurer shall prepare a financial statement at the end of the year, to be
reviewed by the Board.
Section
6-
Upon
the dissolution of the organization, any remaining funds should be used to pay
any outstanding bills and, with the membership’s approval, spent for the
benefit of the school.
Section
7-
The
fiscal year shall coordinate with the school year.
Section 8- No funds collected or earned by the PGO shall
be used by any board member for personal use.
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